Setting Up the CellarPass + WineDirect Integration

The integration between CellarPass and WineDirect provides many features that helps provide a robust guest management solution.

The integration between CellarPass and WineDirect provides many features that helps provide a robust guest management solution. To learn more about this, we recommend scheduling a demonstration with one of our customer service representatives.

 

Step 1. Enabling the WineDirect Webservice Account

1. One of the first steps is to contact CellarPass to enable the WineDirect service. We recommend you submit a CellarPass support ticket so that we can track the progress of your implementation.
2. Once the service has been enabled, you can follow the remaining steps outlined here.

 

Step 2. Creating a Webservice Account in WineDirect
      Learn more

1. Log into WineDirect
2. Go to Settings
3. Select Users
4. Then Select Webservice Accounts
5. On the far right, click Add a Webservice
6. Enter CellarPass for First Name", WSDL for Last Name
7. Enter "[e-mail]" for email (replace "yourdomainhere.com" with your own domain name.)
8. Enter "[e-mail]" for Username
9. Enter a Password and remember what you put here as you'll need this later.
10. Select CellarPass from Vendor list
11. Click Is Active
12. Click Save.
13. It may ask you to Accept their support disclaimer.
14. Lastly, once this process is done, be sure you have enabled (or created) "Reservation" as an Order Type or orders will not sync.

 

Step 3. Setting Up Credentials in CellarPass

1. Go to Business
2. Select Apps & Integrations
3. Scroll down to the WineDirect section and expand it.
4. Enter "[e-mail]" for Username (replace "yourdominhere.com" with your own website.)
5. Enter the password you set in step "9" above in the API Password field in CellarPass.
6. Click Save in the top right-hand corner.
7. Click the "Test Login" button. You should receive a valid "success" message.
   
   

Step 4.Setting Up Contact Types and Club Levels

Now that you completed steps1 - 3, it's time to set up the methods in which you want to discount, via Contact Types, Club Levels or both.

1. Go to Business
2. Next select Account Types.
3. When you load this page, you should see a list of all your Clubs and your Contact Types.
4. If you do not see your list here, you need to go back to Step 3 and fix your credentials.
5. If you would like to discount based on Contact Type, select each Contact Type here by checking the box related to the specific Contact Type.
6. Click Save when done.
   
   

Step 6. Configuring Reservation-based Events
Now that you've tested your connection, you'll want to update all your Events to map a SKU/Item Lookup Code.

1. Go to Experiences
2. Select Events
3. Edit any Event by clicking the Edit button to the left.
4. Scroll to the bottom of the Details tab and look for the SKU/Item Lookup Code field
5. Enter the SKU that you use for this event within WineDirect and insert it into this field.
6. Click the Save button.
7. Book a complimentary Reservation against this Event and then follow the Sync Order steps.
8. You should see your Reservations as an Order in WineDirect with the proper SKU attached.
9.  Repeat Steps 3 - 6 for the rest of your Reservaton-based Events.

Step 7. Setting Up Automated Discounts & Exclusivity
Now that you have your clubs and contact types sync'd we can move onto creating automated discounts

1. Select Experiences from the left navigation menu.
2. Select Events
3. Click the Edit button to the left of the EventID you wish to apply discounts or make exclusive.
4. Click the Discounting tab.
5.  Click the blue Sync button on the bottom right hand side of the page to look into your available club types in WineDirect.  Then select the club types you wish to honor discounts for for this specific experience and then save. 
6. In the available drop down menus, select the appropriate discounts as you require.
7. If you want the program to not discount, but only provide exclusive access to the Club or Tier, click the "Required to Book" checkbox and select "Access Only" from the dropdown menu.
8. Complete the rest of the tiers as required to meet your requirements.
9. Click Save.

Step 8. Syncing Pre-Paid or Complimentary Reservations to WineDirect
Reservations are not automatically synchronized to WineDirect. This is done with a scheduled sync process. This should be discussed with your accounting team to understand the pros and cons of syncing too early or too late. NOTE that once a reservation has been synchronized to WineDirect, you cannot make any edits, including refunds.

Order Sync Schedule
This schedule can only be configured by a CellarPass support representative. Contact CellarPass technical support for more information.

Your options are:

• Sync Today (happens around 4AM for "today's" pre-paid or complimentary bookings
• Sync Tomorrow (happens around 4AM for "tomorrow's" pre-paid or complimentary bookings
• Sync Yesterday (happens around 4AM for "yesterday's pre-paid or complimentary bookings (RECOMMENDED)

Order Date vs Customer Pickup Date
We have the ability to set the Order Date and the Customer Pickup date for the order details.

Your options for Order Date are:

• Date Booked (when the reservation was first booked)
• Event Date (when the reservation takes place)
• Order Sync Date (when the reservation was upserted)

Your options for Customer Pick Up Date are:

• Date Booked (when the reservation was first booked)
• Event Date (when the reservation takes place)
• None (blank)

Step 7. Troubleshooting

If you don't see a list of any of your Contact Type Lists, then the connection is not working. Either the API Username or API Password is not correct. Go back to WineDirect and review the CellarPass Webservice account you created. Confirm you have the correct Username and Password, then go back to CellarPass Member Configuration (Settings) and update this info until it works.

NOTE: WineDirect does NOT need to be contacted in order to enable this service.
Additional Note: CellarPass does NOT sync Ticket orders at this time.